If you're looking for a guide on how to get a crop season setup and how the ins and outs of it'll work everyday - this is for you.
The only thing you'll need before we get started is a farm setup on Figured and converted to rolling plan.
If you'd like to know more about what a crop season is for and loosely how it works (the nitty gritty will be below), check out this article.
NOTE: The green links throughout this will take you to other articles with screenshots and more information!
Step 1: Setup your properties and fields
Before you get started with a crop season, you'll want to make sure your properties and fields are setup.
A property would be something like Your Farm, total area: 500 ha.
A field is however you want to splice your property, for example if you grow on 10 equal fields, you'll have 10 fields with an area of: 50 ha each.
By default your farm will have 1 property and 1 field, head over here to learn more about updating those to suit your operation.
Step 2: Add your new crop season
With your properties and fields ready to go, you'll be adding in the crop season next.
Head to Operations > Trackers, click New tracker. When in there, you'll see an option to add a new Crop season. You'll be taken to your new crop season and when you're in there, you'll want to Define crop season area.
Read more about adding a new crop season and defining its area here.
NOTE: For any of your crops where you've opened the year with existing crop on hand, you'll need to setup / enter the opening balances for these.
Step 3: Get planning / add in your forecasts
Your new crop season can be started off as a full year of forecasts or a blend of actuals and forecasts, for the sake of this cheat sheet, we'll assume you'd like to build a full year forecast for your crop season.
Set your global date selector to Actual + forecasts > Actuals to none.
In your crop season, there's a range of different forecasted transactions you can add in depending on what you'd like to track in your crop season.
- Record your harvests - what you intend to harvest when the time comes
- If you'd like to track and attribute products to the growing of your crops - like fertiliser or the costs of seeds - you'll record a purchase of these products
- If you've already bought products and put them into your product tracker, you may want to record the application of these onto your crops
- Record your sales - after it's all said and done, you'll want to plan for the sale of your crops
Step 4: Actuals in your crop season
Actuals in your crop season work in two ways:
- Real time: as your incur costs and income for your crop season, you record them in Figured in real time. You'd enter actuals directly into your crop season.
- Retroactively: costs and income for your crop season happen in Xero throughout the year, you then come into Figured periodically to attribute this info to your crop season. You'd use a combination of the allocator and the product tracker.
NOTE: These aren't specific workflows which are set in stone, you can work with your crop season with a combination of both (recording actuals directly in the crop season, allocating them via the allocator, managing products in the product tracker.
Step 5a: Recording your actuals: Real time
Recording your actuals directly in your crop season works the same as you would your forecasted transactions. The only important thing to note is that all actuals you raise via a crop season will be posted to Xero (if they are financial movements).
Step 5b: Recording your actuals: Retroactively
In order to retroactively record your actuals in your crop season, there's a couple of different places you'll be working in.
The first (and primary) place you'll be working in, is the allocator.
The allocator can be found in your left hand navigation, or you can head there from your farms dashboard too.
The allocator pulls in all of your Xero transactions, and lets you allocate or attribute them to a crop season. Think bank feeds in Xero!
The second place you'll be working in, is the product tracker.
The product tracker is where all of your inventory items go - like fuel or harvested crops - and it's where you can purchase more, or use the items you've already got on hand.
For example, if you've sprayed some of your crops and you'd like to record that product use, you'd do that as an application in your product tracker.
Congratulations, you're ready to go!
Your crop season should be all up and running for you to re-forecast through the year, and you should know a bit more about how the allocator and product warehouse work in there too.
If you need a hand, drop the team a message via the green bubble anytime.